Planning a VideoconferencePlanning a Videoconference

Initial PlanningInitial Planning

Refer to the Telelearning Checklist Refer to the Telelearning Checklist handouthandout

Decide upon the basic parametersDecide upon the basic parameters Set up a schedule for the 2 - 4 weeks Set up a schedule for the 2 - 4 weeks

prior to the conferenceprior to the conference Design the instructionDesign the instruction RehearseRehearse

Basic Parameters for the Basic Parameters for the VideoconferenceVideoconference

DateDate Time (15-30 minutes extra on each Time (15-30 minutes extra on each

end)end) PurposePurpose Telephone numbers (Local, system, Telephone numbers (Local, system,

distance)distance) Distance and System ContactDistance and System Contact

Two+ Weeks BeforeTwo+ Weeks Before

Schedule a date and time for the tele-Schedule a date and time for the tele-lessonlesson For more than two sites (multipoint), schedule a For more than two sites (multipoint), schedule a

bridgebridge Reserve equipment/roomReserve equipment/room

Prepare lesson plan and materials and Prepare lesson plan and materials and obtain copyright clearance if necessaryobtain copyright clearance if necessary Follow good presentation rulesFollow good presentation rules Make at least two versions of materialsMake at least two versions of materials Send handouts to remote site earlySend handouts to remote site early

Two+ Weeks Before (con’t)Two+ Weeks Before (con’t)

Arrange for remote facilitators, guest Arrange for remote facilitators, guest speakers, technical support, etc.speakers, technical support, etc.

Consider how you will set up the Consider how you will set up the room (background, cameras, clock, room (background, cameras, clock, etc.)etc.)

Create materials and agendasCreate materials and agendas

Two+ Weeks Before (con’t)Two+ Weeks Before (con’t)

Develop a back-up plan in case of Develop a back-up plan in case of technical problemstechnical problems

Schedule a practice sessionSchedule a practice session practice using equipmentpractice using equipment Include a small audience and/or Include a small audience and/or

videotapevideotape

One week aheadOne week ahead

Share your expectations with Share your expectations with participantsparticipants

Make sure the remote site has Make sure the remote site has necessary materialsnecessary materials

Share ISDN and telephone numbers Share ISDN and telephone numbers and determine who will place the calland determine who will place the call

One week ahead (con’t)One week ahead (con’t)

Find out who to contact if there are Find out who to contact if there are problemsproblems

Practice with remote facilitatorsPractice with remote facilitators Decide what to wear (avoid loud Decide what to wear (avoid loud

patterns, red, & white)patterns, red, & white)

Lesson DayLesson Day

Arrive an hour ahead of timeArrive an hour ahead of time Have at least two versions of Have at least two versions of

educational materialseducational materials Reboot system if necessaryReboot system if necessary Arrange the roomArrange the room

Lesson Day (con’t)Lesson Day (con’t)

Connect with remote site 15-30 Connect with remote site 15-30 minutes prior to the meeting timeminutes prior to the meeting time

Check audio, video, lighting, auxiliary Check audio, video, lighting, auxiliary equipment (document camera, VCR, equipment (document camera, VCR, etc.)etc.)

Preview local camera angle and Preview local camera angle and preset angles if possiblepreset angles if possible

Lesson Day (con’t)Lesson Day (con’t)

Keep ISDN and telephone numbers Keep ISDN and telephone numbers handy during the conferencehandy during the conference

View yourself occasionally (make View yourself occasionally (make sure the other end can see whomever sure the other end can see whomever is speaking)is speaking)

VC Instructional StrategiesVC Instructional Strategies

Set ExpectationsSet Expectations Provide Support MaterialsProvide Support Materials EngageEngage

Set ExpectationsSet Expectations

Reinforce that they are there to Reinforce that they are there to participateparticipate

Discuss etiquette, if this is the first Discuss etiquette, if this is the first timetime

Arrange student activitiesArrange student activities Perhaps have students do some of Perhaps have students do some of

the technical functionsthe technical functions

Provide Supporting MaterialsProvide Supporting Materials

AgendaAgenda Learning guideLearning guide Copies of graphicsCopies of graphics Sequence of lessonSequence of lesson During activities, have a specific During activities, have a specific

“slate” for reference, and broadcast “slate” for reference, and broadcast it.it.

Engagement StrategiesEngagement Strategies

Get names of remote and local participantsGet names of remote and local participants Use Socratic method by calling on specific Use Socratic method by calling on specific

persons.persons. Involve students within the first 5 minutesInvolve students within the first 5 minutes

Self introduceSelf introduce Material reviewMaterial review

30% to 65% student participation per hour30% to 65% student participation per hour

More Engagement StrategiesMore Engagement Strategies

10-15 minutes maximum lecturing w/o 10-15 minutes maximum lecturing w/o interactioninteraction

Call on studentsCall on students Take questionsTake questions Increase varietyIncrease variety

Change paceChange pace Vary teachers, methods, format, mediaVary teachers, methods, format, media Keep sources movingKeep sources moving

Reduce distractions during Reduce distractions during learning activitieslearning activities

SilenceSilence

Still image or slateStill image or slate

Encourage dialogEncourage dialog

Planning the instructional Planning the instructional strategiesstrategies

Go to A Lesson .MatrixGo to A Lesson .Matrix Fill in the areas for the online lessonFill in the areas for the online lesson From this, develop a timeline, or From this, develop a timeline, or

agenda.agenda. Go over the checklistGo over the checklist Practice for your lessonPractice for your lesson